Gift Processing & Record Management Specialist

Summary Of Responsibilities

This position is responsible for performing various complex duties associated with the gift management cycle. Responsibilities include day-to-day gift recording and legally receipting charitable contributions to the University in accordance with donor intent and university policies. Adhere to the IRS rules and regulations governing contributions and the Council for Advancement and Support for Education (CASE) gift management guidelines. This position is also responsible for backup data support for other data positions within the SEM division.

Essential Functions

Gift and Record Management

• Performs a variety of complex duties associated with highly confidential gift-processing functions. Answers questions put forth by donors, senior-level staff, the Business Office, University auditors, and the Office of Advancement.
• Processes gifts and more complex transactions, including stock transactions, matching gift transactions, in-kind gifts, and payroll deductions.
• Analyzes all gifts and accompanying documentation to determine the proper gift allocation.
• Generates tax receipts and ensures they are mailed within the expected 24-hour turnaround time, in accordance with donor intent, and adhering to the IRS rules and regulations governing contributions and the Council for Advancement and Support for Education (CASE) gift management guidelines.
• Prepares and disseminates batch reports to the Business Office, Office of the President, and Advancement Office.
• Coordinates monthly payroll deductions with the Human Resources department.
• Works closely with accounting staff to ensure that accurate data is shared between accounting software and Raiser’s Edge.
• Pull all necessary documentation for annual audit.
• Runs reports to determine outstanding pledges. Creates and sends all pledge reminders directly to donors. Conducts pledge write-offs as requested by development staff and maintains a file of such requests.
• Maintains auditable records for charitable donations, pledges, and payments received by the University, ensuring that they adhere to the regulations set forth by the University, CASE, and IRS standards.
• Creates, updates, and maintains biographical data in RE of constituents (alumnae, businesses, donors, foundations, parents, and students) and populates all appropriate data fields where information is available.
  
  

Other Duties

• Responsible for backup data support for other data positions within the SEM division.
• Maintains diplomatic, confidential, helpful, friendly, and professional relationships with constituents, administration, faculty, staff, and students by providing good customer service via phone calls, email correspondence, and during meetings.
• Maintains confidentiality regarding all gifts and other office assignments.
• Follows all policies and procedures of the following: Schreiner University, the division of Student Recruitment, External Affairs, and Marketing and Communications.
• Other duties as assigned by supervisor or the head of department.
  
  

Education, Experience And Skills Required

• High School diploma or GED required.
• Experience with Microsoft Windows based software, preferably with Microsoft Word, Microsoft Outlook and Microsoft Excel.
• Three years relevant database experience not limited to Jenzabar, and The Raiser’s Edge database; and a strong understanding of relational databases.
• Ability to work from a variety of data sources, included spreadsheets, printed document and handwritten materials.
• Strong attention to detail.
• Ability to work under pressure.
• Ability to perform timely and accurate data entry.
• Ability to handle multiple tasks concurrently, prioritize workload and meet deadlines.
• Ability to handle confidential information with discretion.
• Exhibit a professional demeanor and excellent customer service.
• Ability to work occasional evenings and weekends.
  
  

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